Writing an Intent to Leave Apartment Letter (Free Templates)

In this guide, I’ll share my unique experience and provide you with three proven templates to make this process smoother. Whether you’re leaving due to a new job, a bigger space, or other personal reasons, this article will help you craft the perfect letter.

Key Takeaways

  • Purpose: Clearly state your intent to leave and the reason for moving out.
  • Notice Period: Mention the notice period as per your lease agreement.
  • Details: Include essential details like your move-out date, forwarding address, and any maintenance requests.
  • Politeness: Maintain a polite and professional tone throughout the letter.
  • Documentation: Keep a copy of the letter for your records.

Why Writing a Good Intent to Leave Apartment Letter is Important





A well-crafted intent-to-leave apartment letter sets the tone for your departure and helps maintain a good relationship with your landlord. It ensures there is no confusion regarding your move-out date and can also impact your security deposit return. From my personal experience, being clear and professional in your communication can save you from potential disputes.

Steps to Write an Effective Intent to Leave Apartment Letter

  1. Start with a Clear Statement of Intent: Begin your letter by clearly stating your intention to move out and the date you plan to leave.
  2. Mention the Notice Period: Refer to your lease agreement to determine the required notice period and include this in your letter.
  3. Provide a Reason (Optional): While not always necessary, providing a reason for your move can be helpful.
  4. Include Essential Details: Mention your forwarding address for any future correspondence and any specific instructions or requests.
  5. Be Polite and Professional: Even if you have issues with your landlord, it’s crucial to maintain a polite and professional tone.
  6. Request a Walk-Through: Ask for a final walk-through to discuss any potential deductions from your security deposit.

Template 1: Basic Intent to Leave Letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Landlord’s Name]
[Landlord’s Address]
[City, State, ZIP Code]

Dear [Landlord’s Name],

I am writing to formally notify you of my intent to vacate the apartment located at [Apartment Address]. My move-out date will be [Move-Out Date], fulfilling the [X] days’ notice required by my lease agreement.

Please let me know if you need any additional information or if there are specific move-out procedures I should follow. I will provide my forwarding address for any future correspondence: [Forwarding Address].

Thank you for your understanding and cooperation.

Sincerely,
[Your Name]

Template 2: Detailed Intent to Leave Letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Landlord’s Name]
[Landlord’s Address]
[City, State, ZIP Code]

Dear [Landlord’s Name],

I hope this letter finds you well. I am writing to inform you of my decision to vacate the apartment at [Apartment Address] on [Move-Out Date]. This notice satisfies the [X]-day notice period as stipulated in our lease agreement.

The reason for my move is [brief reason, e.g., relocating for a new job opportunity]. I have enjoyed my time here, and I appreciate the support and services provided during my tenancy.

I would like to schedule a walk-through of the apartment on [Preferred Date] to discuss any potential issues regarding the security deposit. Please send any future correspondence to my forwarding address: [Forwarding Address].

Thank you for your cooperation and understanding.

Best regards,
[Your Name]

Template 3: Professional Intent to Leave Letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

[Landlord’s Name]
[Landlord’s Address]
[City, State, ZIP Code]

Dear [Landlord’s Name],

This letter serves as formal notice of my intent to vacate the premises at [Apartment Address] effective [Move-Out Date]. I am providing this notice [X] days in advance as required by our lease agreement.

Due to [brief reason, e.g., a job transfer], I am relocating and will no longer be able to reside in the apartment. I have valued my time at this property and appreciate the management’s efforts in maintaining a comfortable living environment.

To ensure a smooth transition, I propose a final inspection on [Preferred Date]. Additionally, please direct any further communications to my new address: [Forwarding Address].

Thank you for your attention to this matter.

Sincerely,
[Your Name]

Tips from Personal Experience

  1. Send the Letter Early: If possible, give more notice than required. It shows goodwill and gives the landlord more time to find a new tenant.
  2. Follow Up: After sending the letter, follow up with a phone call or email to ensure it was received and discuss any next steps.
  3. Document Everything: Keep a copy of the letter and any correspondence related to your move-out process. This can be crucial if any disputes arise.

Real-Life Example: Smooth Transition

In one instance, I had to move out unexpectedly due to a job relocation. By providing my landlord with a detailed and polite letter well in advance, we were able to schedule a final inspection and discuss the return of my security deposit without any issues. This experience reinforced the importance of clear communication and maintaining professionalism.

Key ElementsDetails
Clear Statement of IntentMention your intent to move out and the date
Notice PeriodRefer to your lease and state the required notice
Reason for MovingOptional but can be helpful
Forwarding AddressInclude for future correspondence
Polite and Professional ToneMaintain throughout the letter
Request for Walk-ThroughSchedule a final inspection

Writing an intent-to-leave apartment letter doesn’t have to be stressful. By following these steps and using the provided templates, you can ensure a smooth and professional transition out of your current living situation. Always remember to keep the communication clear, concise, and courteous to maintain a positive relationship with your landlord.

Popular Questions About “Intent to Leave Apartment Letter”

Q: What should I include in an intent to leave apartment letter? 

Answer: In my experience, it’s essential to include your name, address, the date you intend to leave, and a forwarding address for any future correspondence or refunds. Make sure to also mention any maintenance issues that need attention before your departure.

Q: How much notice should I give in an intent to leave apartment letter? 

Answer: From my personal experience, it’s best to give at least 30 days’ notice, as this is the standard in most lease agreements. However, always check your lease for specific terms regarding notice periods.

Q: How do I address the landlord in an intent to leave apartment letter? 

Answer: I’ve found that addressing the landlord formally by their full name or using “Dear [Landlord’s Name]” sets a professional tone. This approach ensures your letter is respectful and clear.

Q: Should I mention the reason for leaving in my intent to leave apartment letter? 

Answer: Based on my experience, it’s courteous to mention the reason for your departure, although it’s not mandatory. Keeping it brief and positive can help maintain a good relationship for future references.

Q: What if I need to leave before the end of my lease term? 

Answer: From my own situation, I learned that you should clearly state your reason for early termination and request a discussion about potential penalties or subletting options. Always be prepared to negotiate and understand the terms of your lease.

Q: Can I email my intent to leave apartment letter? 

Answer: In my experience, while email can be convenient, it’s a good idea to follow up with a physical letter sent by certified mail. This ensures there’s a formal record of your notice.

Q: How should I handle return of my security deposit in the letter? 

Answer: I usually include a request for the return of my security deposit, along with my new address for the deposit to be sent. Mentioning this helps set clear expectations and facilitates the return process.

Q: Is it necessary to get a confirmation from the landlord after sending the letter? 

Answer: In my past experiences, I always requested a written acknowledgment from the landlord to confirm they received my notice. This helps avoid any misunderstandings about the move-out date.

Q: What if my landlord doesn’t respond to my intent to leave letter? 

Answer: I’ve found that if there’s no response, follow up with a phone call or another letter. Keeping records of all communications is crucial in case of disputes.

Q: Should I clean the apartment before moving out? 

Answer: Absolutely, based on my experience, leaving the apartment clean and in good condition is vital for getting your full security deposit back. Documenting the apartment’s condition with photos can also protect you from unfair charges.